Private School Plan (Hawaii)

Tool Search: Special Ed Documents

The Private School Plan is used to capture student special education plan information and match the required documentation provided by the state of Hawaii. This document describes each editor, the section(s) of the print format that include the entered information, a description of each field on the editor, and any special considerations and instructions. For information on general functionality, navigation, and additional plan and evaluation features, see the core Plan and Evaluation Information article.

Plan formats are selected in Plan Types. The current print format is HI Private School Participation Project 2022.

Private School Plan

The Private School Plan editor is used to document the plan type and the corresponding dates.

Private School Plan Editor

Field	Description	Validation
Plan Type Required	The type of plan. Options include: Initial Annual Amendment	This is a required element for saving this editor.
Conference Date	The date of the meeting.	This field auto-populates with the value from "Actual Conference Date" on the most recent record within the Conference Actual editor. This field is read-only. If incorrect, the user needs to update the value within the Conference Actual Editor.
Start Date	The first day of the plan.	This is a required element for marking the editor as complete. This field auto-populates to be one day after the date listed on the most recent Conference Announcement editor. The date must be after the IEP Conference Date.
End Date	The last day of the plan.	This is a required element for marking this editor as complete.
Last Re-Evaluation	The most recent evaluation date.	This auto-populates from the most recent Evaluation regardless of locked status, but can be modified as needed.
Re-Evaluation Due	The future date on which the student will be evaluated again.	This is a read-only field and auto-populates to be 3 years from the Last Re-Evaluation field.

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Enrollment Information

The Enrollment Information editor reports Special Education information from the student's Enrollment record. This editor is read-only.

The Refresh button retrieves a fresh copy of data from the student's record. See the General IEP Information section for additional information.

Enrollment Information Editor

Field	Description	Ad hoc	Validation
Eligibility Category *Required	The student's eligibility area.	Student > Learner Planning > Learning Plans > Disability1 learningPlan.disability1	* This is a required element for saving this editor. This field auto-populates from the most recent locked Evaluation > Eligibility Decision editor > Eligibility Category field, but it can be modified.
Grade	The student's current grade.	Enrollment > Grade enrollment.grade	This field is pulled from the Enrollment record.
School Year	The school year associated with the student's Enrollment record.	N/A	This field is pulled from the Enrollment record.
District	The student's district of residence.	Learner Planning > Learning Plans > subDistrict	This field is pulled from the Enrollment record, then System Administration > Resources > School > State Data Elements > Sub-District.
Complex Area	The location of the building.	Learner Planning > Learning Plans > complexDistrict	This field is pulled from the Enrollment record, then System Administration > Resources > School > State Data Elements > Complex Area.
Public School Name	The name of the school associated with the student's Enrollment record.	Learner Planning > Learning Plans > Enrollments > residentSchool enrollment.residentSchool	This field is pulled from the Enrollment record.
Public School Contact Person	The principal of the public school.	N/A	This field is pulled from System Administration > Resources > School > Principal Name.
Public School Contact Person Phone	The phone number of the school associated with the student's Enrollment record.	Learner Planning > Learning Plans > School > Phone v_SchoolCurrent.phone	This field is pulled from System Administration > Resources > School > Phone.
Private School Name	The name of the private school associated with the student's Enrollment record.	Attribute Dictionary > Plan > Private School Name plan.privateSchoolName	N/A
Private School Contact Person	The name of the private school contact person.	N/A	N/A
Private School Contact Person Phone	The phone number of the private school contact person.	N/A	N/A

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Student Information

The Student Information editor displays basic information about the student such as demographic information. This is a read-only editor.

The Refresh button retrieves a fresh copy of data from the student's record. See the General IEP Information section for additional information.

Student Information Editor

Field	Description	Ad Hoc
Last Name	The student's last name.	Census > People > Demographics > Last Name identity.lastName
First Name	The student's first name.	Census > People > Demographics > First Name identity.firstName
Middle Name	The student's middle name.	Census > People > Demographics > Middle Name identity.middleName
Suffix	The student's suffix.	Census > People > Demographics > Suffix Name identity.suffix
Age	The age of the student.	Census > People > Demographics > Age
Birthdate	The student's birthdate.	Census > People > Demographics > Birth Date identity.birthDate
Gender	The student's gender.	Census > People > Demographics > Gender identity.gender
Language At Home	The student's language they speak at home.	Census > People > Demographics > Language At Home
First Language	The student's first language spoken.	Census > People > Demographics > First Language
Language Most Used	The language the student uses most frequently.	Census > People > Demographics > Language Most Used
Address	The student's address. This field becomes a dropdown if more than one address exists for the student. The primary household displays by default.	Census > Households > Address Info address.number; address.street; address.tag; address.prefix; address.dir; address.apt; address.city; address.state; address.zip
Student Number	The student's identification number.	Census > People > Demographics > Student Number
State ID	The student's state identification number.	Census > People > Demographics > State ID
Case Manager Information These fields are read-only.
Name	The first and last name of the team member.	Student Information > Special Ed > General > Team Members
Title	The role of the team member.	Student Information > Special Ed > General > Team Members
Phone	The phone number of the team member.	Student Information > Special Ed > General > Team Members

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Parent/Guardian Information

The Parent/Guardian Information editor populates based on the guardian checkbox on the student's Relationships tool. The editor includes Demographics information for the student's guardian.

The Delete button next to each parent/guardian can be used to remove a parent/guardian from the IEP.

The Refresh button retrieves a new copy of parent/guardians' data. This also returns any accidentally deleted people. Manually entered fields do not change when the refresh button is clicked. The user must Save after clicking Refresh to capture changes.

Parent/Guardian Information Editor

Field	Description	Ad Hoc	Validation
Last Name	The last name of the parent/guardian.	Census > People > Demographics > Last Name identity.lastName	This field populates from Census. This is part of the header for the parent/guardian.
First Name	The first name of the parent/guardian.	Census > People > Demographics > First Name identity.firstName	This field populates from Census. This is part of the header for the parent/guardian.
Middle Name	The suffix of the parent/guardian.	Census > People > Demographics > Suffix Name identity.suffix	This field populates from Census. This is part of the header for the parent/guardian.
Suffix	The suffix of the parent/guardian.	Census > People > Demographics > Suffix Name identity.suffix	This field populates from Census. This is part of the header for the parent/guardian.
Relationship	The relation of the parent/guardian to the student.	Census > People > Relationships	This field populates from Census. This is part of the header for the parent/guardian.
Print Sequence	The print order of the parent/guardian(s) on the IEP.	N/A	When no Sequence is selected, parent/guardian(s) print in the order displayed in the UI. When any Sequences are selected, only parent/guardian(s) with a sequence number prints in the order defined.
Address	The parent/guardians' address.	Census > Households > Address Info address.number; address.street; address.tag; address.prefix; address.dir; address.apt; address.city; address.state; address.zip	This field populates from Census. When there are multiple addresses for a person, a drop down with an option to select which address displays. When there is only one address, the drop down will only hold one option. The populated address is the one marked "Primary."
Home Phone	The home phone number of the parent/guardian.	Census > People > Demographics > Household Phone	This field populates from Census.
Work Phone	The work phone of the parent/guardian.	Census > People > Demographics > Work Phone	This field populates from Census.
Cell Phone	The cell phone of the parent/guardian.	Census > People > Demographics > Cell Phone	This field populates from Census.
Email	The primary email address for the parent/guardian.	Census > People > Demographics > Email	This field populates from Census.
Interpreter Required	Indicates an interpreter is needed for the the parent/guardian.	N/A	N/A

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Conference Announcement

The Conference Announcement editor is used to document planned meetings of the IEP team.

This editor is not optional and must be completed.

Conference Announcement List Screen

Column Name	Description
Padlock Icon	The user currently working on the record.
Meeting Date	The date of the meeting.
Meeting Location	The location of the meeting.
Print in Plan	Indicates this meeting information prints on the Plan.

Conference Announcement Detail Screen

Field	Description	Validation
Print in Plan	Indicates this meeting information prints on the Plan.	This defaults to unmarked.
Scheduled Conference Date Required	The meeting date.	This is a required element for saving the editor.
Scheduled Conference Time Required	The meeting time.	This is a required element for saving the editor.
Announcement Date	The date a notification was sent notifying the team members of the meeting.	N/A
Scheduled Conference Location Required	The location of the meeting. Options include: Virtual, Phone, or In-Person.	The options in this field are defined at a state level and cannot vary by district.
Conference Location (specify)	The location of the meeting, if clarification or details are needed.	N/A
Plan Process	Indicates the type of plan processes needed for the student. Options include: When IDEA eligible, develop an Individualized Education Program (IEP). Determine educational placement. Review the plan's effectiveness/appropriateness in meeting the needs of your child, revise and renew it, if needed.	N/A
Private School Participation	Indicates if the student will participate in a private school. Options include: Discuss the Private School Participation Process.	N/A
Learning Loss	Indicates the student needs an Learning Loss Plan. Options include: Address Learning Loss (including education loss, skill loss, lack of expected progress, and any new needs) due to significant school disruption (e.g. pandemic, flood, volcanic activity).	N/A
Discipline	Indicates the student needs an Discipline Plan. Options include: Discuss a manifestation Determination (MD) - Student Discipline	N/A
Attendance
First Name	The first name of the team member.	This field is required for saving this editor. This field displays information from the Special Education Team Member tool. Any Team Member with an active status displays here as read-only. The user can also enter an additional entry for this field and when they do, an open text field displays and the user is required to enter a value.
Last Name	The last name of the team member.	This field is required for saving this editor. This field displays information from the Special Education Team Member tool. Any Team Member with an active status displays here as read-only. The user can also enter an additional entry for this field and when they do, an open text field displays and the user is required to enter a value.
Role	The role of the team member.	This field is required for saving this editor. Values available in this dropdown include locked attributes: General Education Teacher Related Service Provider Special Education Teacher Specialized Support Instructional Personnel Principal Vice Principal Guardian Student Unlocked Attribute values include: determined by district
Invited	Indicates this team member has been invited to the meeting.	N/A

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Conference Notification

The Conference Notification editor is used to document when notifications were sent out informing the team of meetings.

Conference Notification List Screen

Column Name	Description
Padlock Icon	The user currently working on the record.
Scheduled Meeting	The date of the planned meeting.
Mutually Agreed	Indicates if the parent/guardian consented to the meeting date.

Conference Notification Detail Screen

Field	Description	Validation
Conference Notification
Scheduled Meeting Date	The date of the scheduled meeting.	This field is required for saving the editor. The options in this field are determined from the Conference Announcement entries.
Mutually Agreed Upon:	Indicates if the parent/guardian consents to the meeting date. Options include: Yes, parent agrees to date and time of meeting and knows the purpose(s) of the meeting. No (after 3 attempts consult with your DES)	These options are hard coded.
Team Member Notification Tracking This table is read-only and displays the following columns: Team Member Name Date Method Notified By Outcome > All of these read-only values come from the user selecting the Add Notification button and entering information on a side panel recording when notifications were made to certain team members.
Notification Tracking (side panel) This displays when the user clicks Add Notification or on the ">" from a previous entry in the table.
Team Member Name	The name of the team member.	The options in this field are determined from the marked entries from Conference Announcement > Invited checkbox. This displays as First Name Last Name, Role.
Date	The date the team member was notified.	N/A
Method	The manner in which the team member was notified. Options include: Phone Personal Contact Regular Mail Return Receipt Required Personally Delivered Email Fax	These options are hard coded. Multiple options may be selected.
Notified By	The person who reached out to the team member.	N/A
Outcome	The response or end result of the notification.	N/A
Outside Agency Parent Consent Tracking
Agency	Indicates which outside agency is involved, if applicable. Options include: Department of Health - Early Intervention Department of Health - Developmental Disabilities Division Department of Health - Child/Adolescents Mental Health Division Department of Human Services - Division of Vocational Rehabilitation Other (specify)	When Other (specify) is marked, the user is able to manually enter their own value.
Consent to Invite Needed	Indicates that an Outside Agency should be invited and the Consent to Invite document is needed.	N/A
Consent to Invite Received	Indicates a signed Consent to Invite document was returned to the district.	N/A
Consent Received Date	The date the signed Consent to Invite document was returned to the district.	This field becomes available and required when the Consent to Invite Received check box is selected.

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Conference Actual

The Conference Actual editor is used to document meetings that took place.

Conference Actual List Screen

Column Name	Description
Padlock Icon	The user currently working on the record.
Scheduled Meeting	The date of the planned meeting.
Actual Meeting	The date the meeting took place.
Actual Location	The location of the meeting.

Conference Actual Detail Screen

Field	Description	Validation
Actual Conference Notification: <date of actual conference> The "<date of actual conference>" populates based on the Actual Conference Date entered.
Scheduled Meeting Date	The date of the planned meeting.	The options in this field are determined from the Conference Announcement > Scheduled Conference Date entries.
Scheduled Conference Time	The time of the planned meeting.	The options in this field are determined from the Conference Announcement entries. This field is read-only.
Scheduled Conference Location	The planned conference location.	The options in this field are determined from the Conference Announcement entries. This field is read-only.
Scheduled Conference Location (specify)	The location of the meeting, if clarification or details are needed.	The options in this field are determined from the Conference Announcement entries. This field is read-only.
Actual Conference Date	The date the meeting took place.	This is required for saving the editor.
Actual Conference Time	The time the meeting took place.	This is required for saving the editor.
Actual Conference Location	The location of the meeting. Options include: Phone Virtual In-Person	This is a required element for saving the editor. The values available are hard-coded.
Actual Conference Location (specify)	The location of the meeting, if clarification or details are needed.	N/A
Plan Process:	Indicates the type of plan processes needed for the student. Displays two rows of checkboxes, Scheduled and Actual. Options include: When IDEA eligible, develop an Individualized Education Program (IEP). Determine educational placement. Review the plan's effectiveness/appropriateness in meeting the needs of your child, revise and renew it, if needed.	This field has two parts to it. The first part, "Scheduled" are read-only values that are checked as appropriate upon selection of the Scheduled Meeting Date field above. The second part, "Actual" are editable values that allow the user to manually select the appropriate values.
Private School Participation	Indicates if the student will participate in a private school. Options include: Discuss the Private School Participation Process.	This field has two parts to it. The first part, "Scheduled" are read-only values that are checked as appropriate upon selection of the Scheduled Meeting Date field above. The second part, "Actual" are editable values that allow the user to manually select the appropriate values.
Learning Loss:	Indicates the student needs an Learning Loss Evaluation. Displays two rows of checkboxes, Scheduled and Actual. Options include: Address Learning Loss (including education loss, skill loss, lack of expected progress, and any new needs) due to significant school disruption (e.g. pandemic, flood, volcanic activity)	The first part, "Scheduled" are read-only values that are checked as appropriate upon selection of the Scheduled Meeting Date field above. The second part, "Actual" are editable values that allow the user to manually select the appropriate values.
Discipline:	Indicates the student needs an Discipline Evaluation. Displays two rows of checkboxes, Scheduled and Actual. Options include: Discuss a manifestation Determination (MD) - Student Discipline	This field has two parts to it. The first part, "Scheduled" are read-only values that are checked as appropriate upon selection of the Scheduled Meeting Date field above. The second part, "Actual" are editable values that allow the user to manually select the appropriate values.
Attendance
First Name *Required	The first name of the team member.	This field is read-only and auto-populates based on Team Members entered within the Conference Announcement editor who have the Invited checkbox marked. *The user can also enter an additional entry for this field and when they do, an open text field displays and the user is required to enter a value.
Last Name *Required	The last name of the team member.	This field is read-only and auto-populates based on Team Members entered within the Conference Announcement editor who have the Invited checkbox marked. *The user can also enter an additional entry for this field and when they do, an open text field displays and the user is required to enter a value.
Role *Required	The role of the team member.	This field is read-only and auto-populates based on Team Members entered within the Conference Announcement editor who have the Invited checkbox marked. *The user can also enter an additional entry for this field and when they do, an open text field displays and the user is required to enter a value. Values available in this dropdown include locked attributes: General Education Teacher Related Service Provider Special Education Teacher Specialized Support Instructional Personnel Principal Vice Principal Guardian Student Unlocked Attribute values are determined by the district.
Attended	Indicates the team member attended the meeting.	Anyone marked as Attended displays on print.
Admin/Designee	Indicates if the team member is an admin designee for the meeting.	Guardian, Student, Principal, Vice Principal, any District Defined roles, and manually entered team members cannot be marked as Admin/Designee. Those marked as Admin/Designee AND Attended display on print with an asterisk (*) after their name and role.
Excused	Indicated the team member was excused from the meeting.	Guardian, Student, any District Defined roles, and manually entered team members cannot be marked as Excused. Those marked as Excused display on print with a double asterisk (**) after their name and role.
Reason for Excusal *Required	The reason the team member was excused from the meeting.	*This field is required when the corresponding Excused checkbox is marked.
Admin/Designee Statement This section becomes available when the Designee for Admin checkbox is selected.
Admin Designee Statement: *Required	Indicates why an admin is being used in the meeting.	*This field is required when the corresponding Admin/Designee checkbox is marked.

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Present Levels of Academic Achievement and Functional Performance

The Present Levels of Academic Achievement and Functional Performance (PLAAFP) editor is used to document the student's current level of academic achievement and functional performance.

PLAAFP List Screen

Column Name	Description
Padlock Icon	The user currently working on the record.
Sequence	The order in which the records display and print.
Academic Area of Concern	The area of concern.
Source(s) of Information	The information source(s).

PLAAFP Detail Screen

Field	Description	Validation
Sequence	The order in which the records display and print.	This is a required element for saving the editor. The value of this field determines what order the record displays on the UI and printed document.
Academic Area of Concern	The academic area of concern. Options include: Speaking Listening Reading Decoding Reading Fluency Reading Comprehension Written Expression Math Calculation Math Reasoning Pre-K Literacy Pre-K Math Pre-K Writing Other	This is a required element for saving the editor. Options available in this dropdown can be modified in the Attribute Dictionary (System Administration > Custom > Attribute Dictionary > Plan > Academic Area of Concern).
Other (specify)	An other area of concern, if applicable.	This field displays when "Other" is selected from the corresponding drop down. This is a required element for saving the editor when available.
Source(s) of Information	The source(s) of information. Options include: Observation Work Samples Curriculum Based Assessments Standardized Assessments Parent Interview/Report Teacher Interview/Report School Personnel Interview/Report Audio Recording Video Recording Checklists Report Cards Attendance Records Private Provider Reports Progress Reports Other	The options in this field are defined at a state level and cannot vary by district.
Strengths	The student's strengths.	N/A
Needs	The student's needs.	N/A
Information related to this Area of Concern is documented within (check all that apply)	Where the documentation for the area of concern will be. Options include: Goals/Objectives Supplementary Aids and Services	The options in this field are defined at a state level and cannot vary by district. Validation for these options include: Goals/Objectives The Goals/Objectives Card and Table appears on the editor for the user to complete. Supplementary Aids and Services The Supplementary Aids and Services editor is required to be in a Complete status upon locking.
Goals/Objectives This table is read-only and displays the following columns: +/- Goal > All of these read-only values come from the user selecting the "Add Goal" button and entering information on a side panel recording what goals and objectives are needed.
Goals and Objectives - Side Panel
Area of Concern	The area of concern.	This is a read-only field of the Area of Concern field from the record corresponding to this side panel.
Strengths	The student's strengths.	This is a read-only field of the Strengths field from the record corresponding to this side panel.
Needs	The student's needs.	This is a read-only field of the Needs field from the record corresponding to this side panel.
Goal
Sequence	Indicates the display and print order of the record.	This is a required element for saving the side panel. Duplicate numbers are not allowed.
Goal Statement	The goal statement.	N/A
Measure of Student Learning	The measurement of the goal. Options include: Observation Work Samples Curriculum Based Assessments Standardized Assessments Teacher Interview/Report Audio Recording Video Recording Checklists Other	The options in this field are defined at a state level and cannot vary by district.
Other (specify):	Other, if applicable.	This field displays when the measurement type of "Other" is selected.
Mark here if the measurable goal will be part of ESY	Indicates if the goal is part of the Extended School Year program.	N/A
Objectives This table is inline editable and and displays the following columns: Sequence Short-Term Objectives x
Other This table is inline editable and displays the following columns: Plan Name Date of Plan Delete When a Plan Name is entered, the corresponding "Date of Plan" must be filled out in order to complete the editor.

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Services

The Services editor is used to describe the special education services the student will receive.

Services List Screen

Column Name	Description
Padlock Icon	The user currently working on the record.
Service Name	The name of the service.
Frequency	The amount of time the student will receive the service.
Start Date	The first day of service.
End Date	The last day of service.

Services Detail Screen

Field	Description	Ad hoc Name	Validation
Service	The name of the service.	hiPlanServicePrivateSchool.service	This is a required element for saving the editor. System Administration > Special Ed > Services > Type = Private School.
Service Delivery	The method in which the student will receive services. Options include: In-Person or Virtual.	hiPlanServicePrivateSchool.serviceDelivery	N/A
Location	Where the service will take place.	hiPlanServicePrivateSchool.location	This is a required element for saving the editor.
Duration and Frequency
Start Date	The start date of the service.	hiPlanServicePrivateSchool.startDate	This is a required element for saving the editor.
Projected Ending Date	The end date of the service.	hiPlanServicePrivateSchool.projectedEndingDate	This is a required element for saving the editor.
Duration (in minutes)	The duration of the service.	hiPlanServicePrivateSchool.durationInMinutes	This is a required element for saving the editor.
Session Frequency #of times per	The number of session frequency.	hiPlanServicePrivateSchool.sessionFrequency	This is a required element for saving the editor.
Service Frequency	The service frequency. Options include: Day Week Month	hiPlanServicePrivateSchool.serviceFrequency	This is a required element for saving the editor.

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Prior Written Notice

The Prior Written Notice editor provides a space for descriptions and explanations related to proposed or refused actions for a student.

Prior Written Notice List Screen

Column Name	Description
Padlock Icon	The user currently working on the record.
Meeting Information	The meeting purpose information.
Date Provided to Parents	The date the notice was provided to the student's parent/guardian(s).
Print in Plan	Indicates this record prints on the Plan.

Prior Written Notice Detail Screen

Field	Description	Validation
Print in Plan	Indicates this record prints on the Plan.	Defaults to unmarked.
Meeting Information: Required	The meeting purpose information.	The options in this field are determined from the Conference Actual entries. The values in this field are the title of the selected Conference Purpose along with the Actual Conference Date. This value is also displayed on the Prior Written Notice Main List Editor as the primary sort option.
Date provided to parents: Required	The date the notice was provided to the student's parent/guardian(s).	N/A
Admin / Designee	Indicates this team member has been designated as an administrator for the meeting.	This field is read-only. The person listed is whoever is listed on the most associated Conference Actual with a Role of "Principal" OR "Vice Principal" AND listed as Attended. If this does not apply, the person marked as Admin/Designee is pulled into this field.
Description of proposed or refused action:	A description of the proposed or refused action.	N/A
Explanation of why the action is proposed or refused:	An explanation of why the action is proposed or refused.	N/A
Description of other options considered:	A description of other options considered.	N/A
Reasons these options were rejected:	An explanation for why these other options were rejected.	N/A
Description of the evaluation procedures, test, records, or reports used as a basis for the proposed/refused action:	An explanation for the data used for the basis of the action.	N/A
Other relevant factors:	Any other information that may be relevant.	N/A

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Private School Plan (Hawaii)

Private School Plan

Enrollment Information

Student Information

Parent/Guardian Information

Conference Announcement

Conference Announcement List Screen

Conference Announcement Detail Screen

Conference Notification

Conference Notification List Screen

Conference Notification Detail Screen

Conference Actual

Conference Actual List Screen

Conference Actual Detail Screen

Present Levels of Academic Achievement and Functional Performance

PLAAFP List Screen

PLAAFP Detail Screen

Services

Services List Screen

Services Detail Screen

Prior Written Notice

Prior Written Notice List Screen

Prior Written Notice Detail Screen

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